Executive Assistant - Recruiting

Job Description

Executive Assistant / Recruiting Operations & Marketing Coordinator

Indianapolis Area — Local Candidates Only

About the Opportunity

Top Talent is an executive recruiting firm serving the transportation, logistics, and supply chain industries. We are seeking an experienced, highly organized professional to work directly with our founder and help turn a busy recruiting practice’s opportunities into consistent action.

The Founder brings more than 40 years of transportation industry experience and an extensive network of clients and candidates. We need someone who can organize priorities, prepare targeted outreach, work confidently in Excel, and keep important projects moving.

This is a hands-on role for someone who enjoys bringing order to a busy day, anticipates what's next, and follows through without repeated reminders.

What You’ll Own

Executive Support and Daily Priorities

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• Organize the founder’s calendar, commitments, and daily priorities.
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• Protect time for client development, candidate conversations, and closing placements.
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• Maintain a clear action list with owners, deadlines, and next steps.
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• Prepare for meetings, capture action items, and follow up on commitments.
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• Coordinate interviews, appointments, and communication with clients, candidates, and recruiters.
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Candidate Marketing and Email Outreach

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• Research companies that are a strong fit for the candidates we represent.
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• Identify relevant decision-makers and build accurate contact lists.
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• Prepare personalized outreach and coordinate approved email campaigns.
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• Track responses, organize follow-ups, and schedule conversations with interested employers.
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• Help turn candidate experience and accomplishments into clear, compelling marketing messages.
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Excel and Recruiting Database Support

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• Clean, organize, duplicate, and segment existing spreadsheets.
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• Build targeted calling lists based on location, experience, industry, and search requirements.
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• Check existing records in our applicant tracking system before preparing outreach lists.
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• Maintain accurate contact information and campaign tracking.
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• Create practical reports that make priorities and next steps easy to see.
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Team Coordination and Follow-Through

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• Collect weekly recruiter updates on submissions, interviews, offers, and placements.
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• Maintain a simple, accurate recruiting scorecard.
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• Track outstanding feedback and help keep searches moving.
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• Flag delays, missing information, and items requiring the founder’s attention.
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What We’re Looking For

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• Demonstrated experience supporting a founder, executive, or small business owner.
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• Strong Excel skills, including sorting, filtering, removing duplicates, and organizing large contact lists.
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• Hands-on experience with email marketing, targeted outreach, and contact-list management.
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• Excellent written communication and careful proofreading.
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• Strong research skills and the ability to identify relevant companies and contacts.
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• Consistent attention to detail, sound judgment, and discretion with confidential information.
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• Confidence asking questions, managing competing priorities, and respectfully keeping a busy founder focused.
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• The ability to take an assignment from initial direction through completion with limited supervision.
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Experience with Mailchimp, an ATS or CRM, LinkedIn research, and AI productivity tools is helpful. Recruiting, staffing, professional services, or transportation industry experience is a plus.

What Success Looks Like

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• The founder starts each day with clear priorities and fewer loose ends.
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• Candidate marketing campaigns move from idea to execution promptly.
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• Recruiters receive accurate, usable calling lists.
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• Client and candidate follow-ups happen consistently.
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• Information is organized, accessible, and accurate.
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• Your work creates more time for revenue-producing conversations and helps generate placement opportunities.
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Location and Compensation

This position requires working on-site with the founder in the Indianapolis/ Geist / Fishers area . Applicants must live within a practical commuting distance.

If you take pride in making a busy person more effective—and enjoy seeing your work translate into measurable business results—we would like to hear from you.